Payroll Specialist

Payroll Specialist

The ideal candidate will play a key role in delivering accurate, compliant, and efficient payroll processing while partnering with HR and Finance teams to address employee needs and drive operational excellence. This position also supports the Regional HR Operations and Compliance Manager in standardizing payroll practices across all U.S. locations.

Job Purpose:

Payroll Processing - Process bi-weekly and semi-monthly payrolls for our locations across multiple states, ensuring accuracy in calculation of wages, timeliness, and compliance with federal and state laws. Manage payroll for hourly and salaried employees, including data imports and processing adjustments as needed. Audit payroll data and review previews prior to submission to ensure completeness and accuracy. Provide schools with reporting tools to support payroll data review and analysis.

Compliance and Reporting - Stay current with federal and state payroll regulations and ensure compliance across all locations. Support with tax registrations for Withholding, Unemployment, and FMLA programs. Support garnishment processes and ensure adherence to all withholding orders and legal requirements. Prepare and submit statistical payroll reports to government agencies, including the Bureau of Labor Statistics and U.S. Census Bureau, as required. Manage unemployment claims, including timely responses and coordination with state agencies to ensure compliance and accurate reporting.

Benefits and Deductions - Manage payroll deductions upload to ADP, related to employee benefits, including 401(k) deferral contribution changes and loans. Work closely with Benefits Manager to reconcile any discrepancies between payroll and benefits records. Process all benefit-related and ancillary payroll deductions after data entry by the Benefits team, ensuring accuracy and timely integration into payroll. Process supplemental pay for employees on the New York Paid Family Leave program as provided by the Benefits Manager. Process the Carrot fertility program benefit and processing gross ups for taxable events as per tax regulations.

Audit and Reporting Support - Prepare payroll data for the annual workers' compensation audits, 401-K, DOL reporting and any other internal reports as needed. Maintain confidentiality and security of payroll data in compliance with company policies. Assist with internal and external payroll audits, providing documentation and resolving discrepancies. Reconcile payroll data to ensure accuracy and compliance with federal, state, and local regulations. Generate regular and ad-hoc payroll reports for HR, Finance, and leadership, highlighting trends and exceptions. Collaborate with Finance/Accounting on internal controls, audit readiness, and compliance initiatives. Identify opportunities to improve payroll reporting, analytics, and process efficiency.

Project and Improvements - Collaborate with HR leads at the schools to provide training and guidance on the HRIS system, ensuring accurate data entry and seamless payroll integration. Participate in HRIS system enhancements, including PTO accruals, holiday table updates, and payroll automation projects. Support payroll integration for new acquisitions, ensuring smooth transition and compliance with company standards.

Job Requirements:

Bachelor in related field (Business, HR, Business or related field) or equivalent years of experience working on Payroll. Minimum of 5 years of demonstrated solid Payroll Processing experience, preferably in a multicultural environment (and preferably experience working with a multi-state environment). Extensive knowledge of using and implementing payroll systems and software (UKG, Kronos, Success Factors and related systems.) Knowledge of federal and state payroll regulations, particularly in Florida, Texas, Massachusetts, Illinois and New York. Technical ability to work with multiple sources of data, drive data imports & process automation. Experience supporting audits and processing benefit deductions. Advanced Excel skills, including pivot tables and v-lookup for payroll data analysis and reporting purposes. High level of accuracy, confidentiality, and attention to detail. Strong communication skills and the ability to collaborate effectively with cross-functional teams. Experience of working in HR/Payroll in a global organization. Experience using HRIS/Payroll systems. Experience in education or similar industries. Bilingual Spanish English. Demonstrated experience using analytics to drive business objectives. Experience of supporting corporate/Head Office functions.